A quote is not just a figure; it is a document showing what it rests on, what it covers and under which conditions it is valid. If these three pieces of information are missing, the quote becomes a source of dispute later. This page deals with the information a quote carries.
Resting on measurement
The quote rests on the measurement obtained in the file analysis, and the result of the measurement is visible in the quote. A figure with no basis shown becomes a matter for bargaining. Transparency builds trust.
Summary of the scope
The quote summarises the approved scope and recalls what is left out of scope. The summary allows the client to verify it. An inconsistency is caught early.
Stating the assumptions
If the quote rests on particular assumptions, these are written down explicitly. That the file is legible, or that the source file will be provided, are assumptions of this kind. When they do not hold, the conditions change.
Turnaround commitment
The turnaround depends on the moment the job starts, and that moment is usually when approval is received. If approval is late, delivery is late too. This link is written down explicitly.
Starting conditions
The files and information needed for the job to start are listed. A missing condition postpones the start. The list appears in the quote.
Definition of a working day
Whether the turnaround is given in working days or calendar days is stated, and the difference is large. If the definition is not written down, the two parties calculate differently. Clarity is ensured.
Showing the review steps
Which review steps will be applied is visible in the quote and shows the level of assurance. The steps are reflected in the turnaround. Transparency makes comparison possible.
Form of delivery and number of copies
In which form and in how many copies delivery will be made is written down. A later change of format gives rise to additional work. The expectation is made clear.
Validity period
A quote has a validity period, and when the period expires the conditions are reassessed. The period is stated in the quote. This has to do with team planning.
Capacity and calendar
Team capacity is reserved for the dates quoted, and this capacity is limited. A late approval may change the calendar. The situation is explained in advance.
Rush job conditions
If delivery is required in a shorter time than normal, the working arrangements change and this is stated separately. A rush job requires more people and tighter coordination. The conditions are written down.
Confidentiality conditions
The confidentiality requirements of the job are visible in the quote and, where necessary, a separate contract is referred to. These conditions determine the team arrangements. The reference is kept.
Limits of liability
What the translation does not cover is recalled in the quote; the accuracy of the document's content and the receiving organisation's decision on acceptance are among these. The limits are written down at the outset. Dispute later is reduced.
Payment terms
The time and method of payment are defined in the quote. This information is part of the commercial terms. The amounts live in the relevant fields.
Charging for out of scope work
How requests that arrive later will be handled is stated in advance. Uncertainty creates tension during the job. The method is written down.
Providing references and samples
If the client wishes, samples from similar jobs can be provided, but within the limits of confidentiality. A client's document is not shared. The limit is kept.
Approval of the quote
Approval is obtained in writing and the job starts from that moment. A job started on verbal approval has no basis. The approval is recorded.
The next step
Once approval is received, the team is formed and the preparation stage begins. Translation does not start without preparation. The order is kept.